About Us
Over The Moon Therapy is a pediatric speech and occupational therapy company providing DIRFloortime based intervention. We have specialists in sensory integration, self regulation, apraxia of speech, gestalt language processing.
We are seeking a highly organized and detail-oriented Office Manager/Administrative Assistant to join our small pediatric therapy practice. In this role, you will play a vital part in ensuring the smooth daily operations of our clinic. Your responsibilities will encompass various administrative tasks, including billing, client intake, scheduling, and community engagement. The ideal candidate will be a self-starter with excellent communication skills and a passion for providing exceptional support to our team and clients. They will be willing to develop an understanding of DIRFloortime and our unique philosophy to be able to communicate effectively about our services and offerings and be able to convey that to parents. Experience with children with special needs and/or parenting is also desired but not required.
Responsibilities:
Billing and Account Management:
-Create packages and memberships in Jane
-Manage client accounts and ensure they are current
-Handle first-of-the-month billing for specific clients
-Handle ongoing billing for parents on superbills or pay as you go
-Distribute superbills
Phone and Client Communication:
-Manage incoming calls and inquiries
-Schedule and conduct discovery calls with potential clients
-Respond to messages from current clients
-Answer questions about how to access and navigate their Jane accounts (schedule, reschedule, cancel etc)
-Liaise between client and therapist to find availability when not listed on Jane
New Client Intake:
-Explain our services and philosophy to potential clients
-Follow up with interested clients from online forms
-Set up new clients on Jane and schedule their first appointments
-Follow up with clients after the evaluation to determine ongoing appointments and packages/memberships
-Scheduling and Caseload Management:
-Maintain and synchronize the master schedule with Jane
Track available spots for new clients in each discipline
-Adjust client schedules to accommodate family needs
-Manage staff shifts, tags, and availability in Jane
Record Keeping and Faxing:
-Send evaluations to PCPs
-Fulfill chart requests from clients and other facilities
Client Engagement and Marketing:
-Help Direct families to appropriate service offerings based on their unique needs and your understanding of our service offerings.
-Create and distribute a monthly newsletter
-Develop email marketing campaigns for new programs
-Send administrative reminders to clients
-Manage Mailchimp list
-Send assessment links to clients
-Post News and information to Instagram
Jane Software Management:
-Become the in-house expert for Jane software
-Create and manage tags, session types, and packages
-Implement features to enhance clinic operations and client experience
-Liaise with Jane customer service
Student Engagement:
-Manage the student volunteer interest list
-Schedule supervision for students
-Maintain student paperwork
-Send reminder emails for events
Community Engagement and Marketing:
-Update website content
-Collaborate with graphic designers and printers
-Coordinate staff participation in community events
-Repost inclusive events to Instagram stories (Children's museum “pay-what-you-wish, Mr. Nature events, ESA)
Qualifications
-Excellent organizational and time management skills
-Strong communication and interpersonal skills
-Proficiency with technology, including Google Workspace, Electronic Health Records (Jane software) and Mailchimp (ability to learn-direct experience with exact software is not required but you must be proficient and comfortable navigating novel technology and learning new software systems).
-Ability to work independently and as part of a team.
-Passion for working in a pediatric therapy setting.
-Williness to take DIRFloortime 101
Benefits
-4 paid weeks vacation
-Flexible work schedule
-Hybrid work available
-Therapy Discounts for your own children
-(Health and retirement benefits coming soon!)
To Apply
Please submit your resume and cover letter to admin@otmoontherapy.com highlighting your relevant experience.
Salary $25-30/hour DOE
www.otmoontherapy.com
